Creating, Saving, Opening,Spreadsheet

1. What is a Spreadsheet in MS Excel?

A Spreadsheet in Microsoft Excel is an electronic worksheet that allows you to:

• Organize data in rows and columns
• Perform calculations using formulas and functions
• Create charts, tables, and reports

Each Excel file is called a Workbook,
and each workbook contains one or more Worksheets (spreadsheets).

Example:
A sales report spreadsheet can have columns for months and rows for sales data.

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📘 2. Creating a New Spreadsheet

You can create a new spreadsheet in several ways:

🪜 Method 1: Using the Menu

1. Open Microsoft Excel.
2. Click File → New.
3. Choose:
   • Blank Workbook (for a new spreadsheet), or
   • Select a Template (like Budget, Invoice, etc.).
4. A new blank worksheet opens with default name Sheet1.

Shortcut:
Press Ctrl + N → instantly opens a new blank workbook.

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💾 3. Saving a Spreadsheet

After creating a spreadsheet, you must save it to avoid losing your work.

Steps:

1. Click File → Save As (or Save if already named).
2. Choose the location (e.g., This PC, Documents, Desktop).
3. Enter the File Name (e.g., “SalesReport”).
4. Choose the File Type:
   • .xlsx → Standard Excel Workbook
   • .xls → Older Excel format
   • .csv → Comma-separated values
5. Click Save.

Shortcut Keys:

• Ctrl + S → Save the current file.
• F12 → Opens Save As dialog box directly.

✅ Tip: Save your file frequently while working.

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📂 4. Opening an Existing Spreadsheet

To work on a saved spreadsheet:

Method 1: From Excel

1. Open Microsoft Excel.
2. Click File → Open.
3. Browse the folder where your file is stored.
4. Select the file (e.g., “SalesReport.xlsx”).
5. Click Open.

Method 2: From File Explorer

1. Locate the saved Excel file on your computer.
2. Double-click it → Excel opens automatically with your file loaded.

Shortcut:
Press Ctrl + O → Opens Open File dialog box.

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🧾 5. Key Terms in Excel Spreadsheet

Term	Description
Workbook	Entire Excel file (.xlsx)
Worksheet / Spreadsheet	One page inside a workbook
Cell	Intersection of row and column (e.g., A1)
Cell Address	Combination of column letter and row number
Range	Group of cells (e.g., A1:B10)
Active Cell	The currently selected cell
Row	Horizontal line of cells (numbered 1, 2, 3…)
Column	Vertical line of cells (labeled A, B, C…)

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🧠 6. Example Activity

Let’s create and save a simple spreadsheet:

Step 1: Enter Data

Month	Sales
Jan	5000
Feb	7000
Mar	8000

Step 2: Add Formula

In cell C2, type:

=SUM(B2:B4)

→ Calculates total sales.

Step 3: Save

• Press Ctrl + S
• Name file: MonthlySales.xlsx
• Save on Desktop.

Step 4: Close and Open Again

• Close Excel.
• Reopen Excel → File → Open → Select MonthlySales.xlsx.

Now you have successfully created, saved, and opened a spreadsheet.

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🧭 7. Summary Table

Operation	Menu Path	Shortcut	Purpose
Create New	File → New	Ctrl + N	Start new spreadsheet
Save File	File → Save	Ctrl + S	Save current workbook
Save As	File → Save As	F12	Save with new name/location
Open File	File → Open	Ctrl + O	Open existing spreadsheet

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✅ 8. Best Practices

• Always save with meaningful names (e.g., “Student_Marks_2025”).
• Store files in organized folders.
• Keep backup copies of important work.
• Use .xlsx format for modern Excel features.
• Enable AutoSave (in Office 365) to prevent data loss.